Print periodic customer account statements [AX 2012]

Use the information in this topic to create statements that you can send to customers. Each statement can include information about the current, past, or future balance of the customer account. The statement can also include transaction activity for the time period that the statement covers.

To improve performance when you run statements for many customers at the same time, use one or more of the following options:

Use batch processing. By moving the processing to a server, report performance can improve.

Apply range restrictions to limit the number of records in each batch. Performance can be improved by submitting multiple smaller batches to be processed at the same time on different servers, instead of submitting one large batch.

You can select the Only open check box to include only open transactions, instead of all transactions, for each customer.

You can select the Balance other than zero check box to avoid printing statements for customers who have a balance of 0.00.

Centralized statements are customer statements that are sent from one legal entity on behalf of other legal entities in your organization. If your organization uses centralized statements, make sure that you are logged on to the legal entity for statements before you set up or create statements.

For each customer, verify these prerequisites before you print that customer's statements for the first time. To print customer statements that include transactions from multiple legal entities, you must map the customer accounts to the corresponding customers in the other legal entities. Either use the same combination of party ID and legal entity for the customer accounts in all the affected legal entities, or include the customer accounts in an organization hierarchy that is used by all the legal entities that are affected. For more information, see Merge party IDs for customer accounts across multiple legal entities.

Switch to the legal entity that you use to create centralized customer statements.

Click Accounts receivable > Common > Customers > All customers.

Double-click a customer account.

In the Customers form, on the Action Pane, click Edit.

On the Miscellaneous details FastTab, in the Account statement field, select a value if you want to print statements for selected customers, based on the value in this field. For example, to print quarterly statements, you can enter a range of transaction dates for the appropriate quarter and select all customers who have a value of Quarter in this field.

If your legal entity prints centralized statements, and your customer accounts are not included in an organization hierarchy, right-click the name of the customer, and then select View details. In the Party form, view the value in the Party ID field. If you want this customer to receive a single statement that includes transactions from multiple legal entities in your organization, follow these steps:

To show balance information on the report, select the Show maturity distribution check box, and select either Aging period definitions or Manual setup of maturity distribution. If you select Manual setup of maturity distribution, the Printing direction field controls whether the distribution shows future or past balance information.

Click Select. On the Company range tab, select the legal entity to print statements for.

On the Range tab, specify the customer accounts and customer groups to include transactions for.

If the Associated payment attachment on account statement field is available, select a payment slip to print for the customer statement.

On the Range tab, if you selected an Account statement value for the customer accounts in the Customers form, you can select a value to print statements only for customers who have that setting. You can additionally restrict the customer accounts that statements are printed for by selecting customer accounts and customer groups.

Use this procedure to create and print customer statements periodically. Before you begin, switch to the legal entity that you use to create centralized customer statements.

A statement for a customer includes information about the customer's transaction activity in other legal entities, if the legal entities use the same party ID for that customer account. The transactions for each legal entity are grouped together on the statement. For more information about how to use the same party IDs across legal entities, see Merge party IDs for customer accounts across multiple legal entities.

If you select an option for Associated payment attachment on interest note, the transfer slip is printed only for the current legal entity, not for all legal entities whose transaction activity is included on the statements.

To show balance information on the report, select the Show maturity distribution check box, and select either Aging period definitions or Manual setup of maturity distribution. If you select Manual setup of maturity distribution, the Printing direction field controls whether the distribution shows future or past balance information.

Click Select, and specify the legal entities to include transactions for.

Note

By default, the Company range tab displays all legal entities. Legal entities are automatically selected if they are included in an organization hierarchy that includes the legal entity that you are currently using. You can specify any combination of legal entities. However, if you select any legal entities that are not included in the organization hierarchy, transaction activity from those legal entities is not included on statements.

On the Range tab, specify the customers and customer groups to include transactions for.

Note

The lookup forms for the fields on the Range tab include the records from the first legal entity that is selected on the Company range tab. For example, if legal entities ABC and DEF are selected, the lookup forms display information from legal entity ABC.

If the Associated payment attachment on account statement field is available, select a payment slip to print for the customer statement.

If you selected an Account statement value for the customer accounts in the Customers form, you can select a value to print statements only for customers who have that setting. You can additionally restrict the customer accounts that statements are printed for by selecting customer accounts and customer groups.

You can send customer account statements to customers by using email. One way to do this is to create a print management setting for each customer account and specify the customer’s email address for the destination. Then, when you generate customer account statements, the statements are sent to the destination that is specified by the print management setting. For information about how to set up a print management setting, see Set up print management for a customer or vendor.

Alternatively, you can set up print management for the Customer account statement document at the module level, and then use queries to select customer accounts that have email addresses. For information about how to set up print management for a module, see Set up print management for a module.